Personal Assistant To Director
Organisation
Organisation
An Interior Design and Building firm based in Nairobi. (Construction Industry)
Role Summary
- Reporting
directly to the Director, the Executive Assistant provides executive
support in a one-on-one working relationship.
- The Executive
Assistant serves as the primary point of contact for internal and external
constituencies on all matters pertaining to the Office of the Director.
- The ideal
individual will have the ability to exercise good judgment in a variety of
situations, with strong written and verbal communication, administrative,
and organizational skills, and the ability to maintain a realistic balance
among multiple priorities.
- The Executive
Assistant will have the ability to work independently on projects, from
conception to completion, and must be able to work under pressure at times
to handle a wide variety of activities and confidential matters with
discretion.
Duties
and Responsibilities
- Completes a
broad variety of administrative tasks for the DIRECTOR including: managing
an active calendar of appointments; completing expense reports; composing
and preparing correspondence that is sometimes confidential; arranging
complex and detailed travel plans, itineraries, and agendas; and compiling
documents for travel-related meetings.
- Plans, coordinates
and ensures the DIRECTOR's schedule is followed and respected. Provides
"gatekeeper" and "gateway" role, creating win-win
situations for direct access to the DIRECTOR's time and office.
- Researches,
prioritizes, and follows up on incoming issues and concerns addressed to
the DIRECTOR, including those of a sensitive or confidential nature.
Determines appropriate course of action, referral, or response.
- Provides a
bridge for smooth communication between the DIRECTOR's office and internal
departments; demonstrating leadership to maintain credibility, trust and
support with staff.
- Works closely
and effectively with the DIRECTOR to keep him well informed of upcoming
commitments and responsibilities, following up appropriately.
- Provides
leadership to build relationships crucial to the success of the
organization, and manages a variety of special projects for the DIRECTOR,
some of which may have organizational impact.
- Successfully
completes critical aspects of deliverables with a hands-on approach,
including drafting acknowledgement letters, personal correspondence, and
other tasks that facilitate the DIRECTOR's ability to effectively lead the
organization.
- Prioritizes
conflicting needs; handles matters expeditiously, proactively, and
follows-through on projects to successful completion, often with deadline
pressures.
- Assists in
general office administrative duties.
Qualifications
- Bachelor's
degree required.
- Relevant
experience also acceptable.
- Proficient in
Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat.
- Strong
organizational skills that reflect ability to perform and prioritize
multiple tasks seamlessly with excellent attention to detail
- Very strong
interpersonal skills and the ability to build relationships with
stakeholders, including staff, board members, external partners and donors
- Expert level
written and verbal communication skills
- Demonstrated
proactive approaches to problem-solving with strong decision-making
capability Emotional maturity
- Proven ability
to handle confidential information with discretion, be adaptable to
various competing demands, and demonstrate the highest level of
customer/client service and response
- Demonstrated
ability to achieve high performance goals and meet deadlines in a fast
paced environment
- Forward looking
thinker, who actively seeks opportunities and proposes solutions
Application
Kindly do not apply if you do not meet qualifications.
Please attach your CV and Cover Letter with the Job Title and send to sushrec@gmail.com
Deadline: 25/05/2013
Only shortlisted candidates will be contacted.
